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As we head back into conference season, I thought I’d share with you my experiences of attending conferences and making them work for you rather than getting over-faced!!

Introduction

In this post-pandemic world, it seems like every conference ever existed has restarted! Hopefully I will even see you at a few! However, during the umpteen years of attending conferences, I have picked up a few tips to make the whole experience more enjoyable. I have refined my kit, changed my way of working and more importantly, got more out of attending conferences.

Never been to a conference and this is your first?
Class yourself as a professional conference attendee?
Seasoned pro but still get anxiety?
Just looking for some tips?

You may think that a lot of this is common sense but I ask you … as you read this … do you know the person who doesn’t do this ? Maybe point them to this blog!

Here are my tips to survive the conference circuit.

Before you get there

• Check for clashes BEFORE you buy any tickets. No point in getting a ticket and then realising you are on holiday!
• Register well in advance … get your ticket! This might seem an obvious one, but I have also been caught out by ‘thinking’ I’ve got a ticket when I didn’t. Look at some of the paid options to free conferences in case it offers you a more appropriate package e.g. jumping queues to sessions.
• Once you have your ticket, don’t forget to get your time authorised off with the boss/family/signifcant other/dog sitter!
• Buy your train and hotel tickets in advance… the earlier in advance the cheaper they usually are.
  • Train Ticket tips (UK) – Forward Facing, Near Toilet, Table Seat. This usually gets you a power socket which could be important for charging devices
  • Hotel tips (UK) – Quidco first, then Hotels.com or Booking.com or similar. Always get your cashback. Set a maximum price per night and a minimum standard and stick to it.
  • Hotels in London can be a tricky purchase. Aim for something at an optimal location, within budget and yes, read the reviews!

Planning the event

• Plan in advance, who you want to see, seminars, meet ups seminars etc.
• Follow Twitter and LinkedIn to see who of your contacts are going and if so, arrange to catch up with them.
• Have a list of your known contact names next to companies you know to remind you of that person…
  “Y’know him, he’s got the weird eyes and the hairy ears, his hands are, y’know him, with the beard”
  “It’s me … I shaved my beard.”
• If there is an app for the show, it might be useful for planning your visit, floor plan etc. Infosec EU has one and is an easy way to review the speakers and talks before you get there.
• Bookmark companies you want to see and talks you want to see. Add contact names so you can ask for someone on the stand if you want to have a chat.

The day/week of the event

• Stay in a hotel close to the venue the night before and if possible afterwards that way you can start your day off, refreshed and clean and if you go for drinks afterwards, you have somewhere to go to.
• Again, this may seem like an obvious one, but
  • wash,
  • shower,
  • brush your teeth,
  • change your clothes,
  • no excuse.
• Personal hygiene will be your number one killer at any event, it could well be a long day so consider a pocket-size deodorant and use it at lunchtime.
• Have a quick freshen up at lunch, wash, wash your hands, take a look at yourself in the mirror.
• Have a decent breakfast too, you don’t necessarily know when you will eat next.
• Never assume that
  1. the venue will have food
  2. the food will be edible
  3. you will be able to afford the food (I’m looking at you Infosec EU)
• Business cards, take loads, make sure you pack a pen to write on their cards what you talked about.
• Take a small A6 notepad with you too for anything you discuss.
• Print off your ticket, maps, itinerary etc. There may not be signal or internet when you get there.
• Charge your phones, take your phone battery too you’ll need it!

How to wear for the day

• This is completely down to you. I have made some suggestions, however, you may have your own ‘style’. This is not to change your style, but to help you set your own standards. The following is my list, feel free to steal the relevant bits for you.
• Good shoes, not sneakers or running shoes. Comfy shoes that do not rub … I use Dr Martens dealer boots. You will be doing loads of miles so get comfy! (my record is 29,000 steps in one day)
• Wear comfortable clothes but not scruffy – jeans, shirt and  a jacket / suit with tie or without.
• Avoid comedy/rock band t-shirts and board shorts, yes, it is a look, but think about the rest of the attendees and what they will be wearing. Dress appropriate.
• A pale shirt will cover up sweat patches but are also susceptible to coffee stains.
• Jeans/trousers should fit you … no-one needs to see your Batman underwear!
• The more that you look like a vendor, the less your badge will be scanned.

What to Carry

• Travel light – the golden rule!
• Whilst travelling to the event, use your pockets … put nothing in an outside pocket. Phones go in the inside pockets of your jacket on silent and vibrate, business cards go in the ticket pocket of your jacket.
• You should carry a couple of notes of currency in your back pocket but put everything else securely in your bag. I may let you carry mints if you have to, lol.
• Be paranoid about your tech and personal
  • Use RFID protection on debit and credit cards
  • Turn your WiFi and Bluetooth off to prevent any potential malicious activity.
  • Power off completely any un-used tech
  • Fasten zips of bags
  • WiFi at events is usually rubbish, monitored and can be insecure, so don’t connect devices to it you don’t need to, consider tethering to your own device or use 4G.
• Be comfortable and keep your hands free.
• Wear a small rucksack/handbag to put all the stuff you’ve emptied from your pockets. Also, put a small box for the business cards you collect (pack a Sharpie to write on them with).
• Laptops tend to be useless at most conferences.
• Think … do I need this with me ?

When you’re there

On Arrival

• Use the cloakroom to ditch your coats, bags, jumpers, umbrellas, llamas and significant other people – you need to travel light.
• Conferences are paid for by vendors, expect a vendor pitch or (twenty) two.
• Most conferences are there to put vendors in connection with future clients or employees. Expect lots of conversations and actively seek them out too.
• Cover up that badge or it’ll get scanned – if they ask to scan it, tell them you’re not a decision maker but thank you.
• How to cover up your badge if it is in a plastic wallet … put your business card over the barcode. Some conferences have a clause to kick you out if you are caught tampering with your barcode. My preferred method is to slide it into my top pocket.
• Don’t try to go to every seminar, pace yourself.
• First job, walk around the venue, work out where loos are, drinks are and get yourself comfortable.
• Turn your phone to silent and vibrate.

Swag

• Swag is only handed over in exchange for your badge being scanned – be prepared for that junk mail and sales calls in exchange for a pen that barely works.
• Be aware of free tech e.g. USB pen drives, you don’t know what they really contain, after all … this is infosec after all!
• Free hands are useful for picking up swag, but don’t get suckered into free bags.
• If you’re going to take swag, you’ve got to carry it, get a decent bag and don’t get greedy!
• Most swag only costs pence to maybe a couple of quid … realistically, it’s not that great!
• Booth babes are a no-no, they don’t think you’re hot, they don’t want your business card for a date, they are paid to get you on a stand then move on.
• If a stand has booth babes, think – is their product so bad they have to hide it behind a push up bra and spandex?

Food and Drink

• Drink water not alcohol.
• Get fresh air at lunch, go outside even if it is raining.
• Food and drinks inside the venue tend to be expensive, find a local supermarket instead!

General Etiquette

• Take your time, wander first and orientate yourself.do the stands you need first, then take in the sights. I’d also recommend on your first walk-around see if you can book a time slot, it’ll help them with planning too.
• Walk with a smile .. I know it’s 8am and you’re tired … but if someone spots you and wants to go over and talk to you, they’ll avoid you if you look grumpy. First impressions and all that!
• Each company you meet might be a potential employer, behave!
• Get in the queue for seminars early, I have missed many great seminars by the queue being too long.
• After a seminar, if you have a tricky question, call at the vendor stand to ask the question.
• Swag is only handed over in exchange for your badge being scanned – be polite and understand why they are there too.
• It is not nice to kill a presenter on stage, don’t be snarky or have an agenda when asking questions.
• Anyone can be a smart-arse and show off superior knowledge, conferences are not for that.
• Tweet, Instachat, Snapagram lots – and use the right hash tags for the event. Social media is a great way to engage with new contacts and meet old ones too.
• If you receive a business card, thank them politely, pass them your card and put their card in your outside jacket pocket. When you are away from them write on the card any actions you need to do and then stow that card securely.
• People you talk to on Twitter will not know you in real life, know the difference and introduce yourself and treat them like a human. Hashtag IRL for reals.
• Rock-stars in your industry have no idea who you are, be respectful and treat them like a human. Before you completely fan-boi yourself, know what you want to ask them. Don’t just stand there grinning inanely! They are there as they want to meet people too and find out new stuff for themselves.
• Enjoy it, but remember, there is a reason you went – make sure you don’t leave without that objective being completed.

But I’m shy/uncomfortable at conferences

• Conferences are a people space. If you are shy or uncomfortable, the first thing to recognise is that you are not alone in feeling that way.
• Plan for – what do you say after you say Hello.
• Think about having some pre-prepared openers if you want to talk to someone:
  • Hi, how are you?
  • What are you up to these days?
  • How you finding the show so far?
  • Any stands worth going to?
  • Seen any good talks?
  • What talks do you recommend?
• It is likely you’ll meet people you know. How cool is that. They will know you and so you can relax a little. Know to create some space and allow them to move off if they want to.
• If you feel like you have a tag-along, recognise that they may be feeling similar to you and are feeling vulnerable themselves. Maybe try introducing them to another of your friends if you need the space.
• Most event managers have their own table so try and find them. They might be able to give you access to a quiet room or space if you need a break. Also consider going outside if you need a rest away from the sensory chaos.

After the event

Aftershow parties

• After parties, behave! Don’t be THAT person.
• Drink responsibly.
• Some sectors are rife with sexism, be respectful.
• Be aware who you are talking to at an after-party, where they work and their reasons for talking to you.
• Treat every new person you meet as your new boss.
• Some after-show parties have free beer paid for by a sponsor. Respect them for that, and say thanks. Be aware that you might need to buy drinks at some point.
• Drinks can be expensive … know your bar tab limit before realising you can’t afford that round.
• Afterwards have somewhere to crash and recuperate.
• Don’t drink and drive – always cab or walk.

Post-event wash-up

• When you get back to your hotel room go through your swag and ditch the useless stuff, leave it for your cleaner with a nice note, “Saw this and thought I’d treat you – thank you for cleaning my room”.
• Ditch any brochures, product guides for vendors that do not relate to you.
• The train journey home is a good place to think about the event.
• Write emails to everyone you met to say thanks for a great show and that you’ll follow-up shortly with them.
• Spend some time writing up the show in a pad, who you met, what was good, what you didn’t like or didn’t see.
• If you missed a particular seminar, contact the person who gave it and ask them if they could have a chat with you, look out for downloads of presentations too.
• Don’t do any of the above if you’re still drunk from the after show party!
• When you go back to your place of employment, try to be subtle with the swag, it may give off the wrong impression – i.e. you just went there for the fun.
• Try writing a blog for your employer about what you learned at the event. It helps you sharpen your creativity and communication skills.

Hope that is a useful list. If you have any top tips, the fire them over to me below and I’ll add them to the list. If you see me at any of the events, please feel free to come and have a chat.

Thanks.

@SPCoulson